Portland Public Schools is accepting applications for a full-time, one-year Administrative Assistant position at Portland High School. This is a twelve-month position for the 2026-2027 school year only. Salary and benefits shall be in accordance with the applicable union contract, which is available on the district website.
Job Goal: To assure the smooth and efficient operation of the school office by working directly with the school principal in an administrative support role. Under the direction of the school principal, assist in the day-to-day secretarial and administrative functions of the school office.
Qualifications: Minimum high school diploma. Prior secretarial experience desired. Demonstrates typing and strong knowledge of spreadsheets, word processing, database management and electronic mail. Excellent written and oral communication skills. Demonstrate ability to meet and work effectively with students, parents, staff and community in a professional and courteous manner. Maintain confidentiality in all office proceedings, personnel and public records. Ability to work independently. Attend workshops and other professional development opportunities to increase knowledge base of new technologies and software.
Performance/Responsibilities: Serve as the primary secretary to the Principal. Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the principal and/or administrator. Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school. Greet and receive students, school staff, and visitors in the main office, answer telephone calls in a pleasant and efficient manner, and communicate effectively in routine, sensitive, and confidential matters. Arrange appointments and maintain office calendar for student activities, school events, sporting events, and building usage requests and outside activities. Distribute correspondence of the office, responding to routine requests for information. Prepare and distribute communications, reports, mailings, etc. on a timely basis to appropriate audience. Register and transfer students following district guidelines. Maintain efficient and well organized electronic and paper data collection and filing systems for students, testing, staff, disciplinary infractions, purchasing, and financial records. Maintain school security including issuing of keys, ID badges and walkie talkies to school personnel as directed by principal. Assist with safety and security drills. Assist with the annual and daily schedules of school personnel and coordinate substitute coverage as needed. Collect, record, and submit payroll documents, attendance requests and summaries to the Board of Education Office as required for processing. Assist with the planning and administration of student testing, school breakfast/lunch programs, and Special Education schedules and meetings. Assist with the planning and administering of student achievement events, commencement activities, assemblies, and after school activities. Assist principal with building maintenance requisitions and repairs. Order and maintain an inventory of office and school supplies. Assist the Office Assistant and perform other duties as assigned by the principal.
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